Introduction To Gmail Webinar

Hello, thank you for joining us today for our Introduction to Gmail webinarMy name is Douglas Ward and I am the Conference Director of Information TechnologyI will be working with you over the next hour or so to discuss. . . the Gmail systemand how we use it in the Conference to provide email to all of ourappointive clergyThe Conference uses the Gmail systembecause ithas a great deal of featureswhich are available forcommunicationsfor collaborating back-and-forth inbetween our pastorsand other pastors, inbetween our pastors and our district superintendentsand also inbetweenour pastors and the Conferenceseveral years ago the Conference began the process of assigning email accountsto all of our clergyso that we could more easily communicate with themand also so that they could have a central place to keep their emailas they movefrom appointment to appointment without having togo through the work of migratingall of their email, their contacts and all their calendars and all their informationfrom one email system to anotherso as part ofjoining the Conference andcoming on board with us, all of our new clergy are assigned email accountsat same timeAnd, one of the why reasons we do this is because we want to make sure that theycanhave the ability to talk to each otherand to communicate back and forth with the Conference effectively and efficientlyso the email system that we have decided to use at the Conference office isthe Google Apps systemand itruns off of a product called Gmailwhich is a free email service offered by Googlenow if you have a personal Gmail accountthen your emailyour Conference email will look just like yourfree gmail. com accountsoall the screens in settings and preferences that you’re used to seeingin the Gmail system you will seein the Conference webmail systemas wellso today we’re going to spend some timelearning how to access that systemwe’re gonna talk about howto log into it and we’re gonna go through how to use itin another webinar this week we’re going to go over some of the more advancedfeatures as far as accessingyour email or working with your email in a high volumemailboxa situation where you might receive a lot of email messages over an extendedperiod of timeusing some of the more advanced features of Gmailbut today we’re gonna go over how to access the systemhow to read your emailwe’re gonna go over some things like conversation view and how to navigate aroundinside of your mailboxwe’re gonna go over the settings and preferences that are available within thatsystem as wellso you canyou can access theyou can access the webinarvia Conference websiteyou can watch it within your Google+ feed as welland if you like to ask any questionsplease feel free to post your questions in the Google+ Event pageif you go to the Conference websiteand then go to the IT (Information Technology) section nccumc. org/ityou should see a webinars linkand then you canand then you canstart asking questions via the Google+ page linkso one quick word aboutthe Gmail system is that it is ait is a web basedemail systemyou can link it into Microsoft Outlookor you can use any of the normal desktop email clients if you choose tohoweverdoing that really misses some of thereally powerful features of the Gmail system that we’re going to go overtodaythe information technology office highly recommends that you use theConference email systemwe also recommend that you use the web version and also themobile versionsof the Gmail systemin order to manage your communication experiencewe alsowe also have some specific recommendations as far as what softwareyou use to access the systemeveryone’s computer comes. . . nearly everyone’s one is computer comes installedwith internet explorerbut we don’t reccommendusing thatweb browser as far as working and interacting within Googleecosystemthe Information Technology office recommends using Google Chrome wherepossibleifthat browser doesn’t work for you or doesn’t fit in your work flow then we wouldalso strongly recommendusing the Mozilla Firefox browserwe consider Internet Explorer to be a browser of last resortthe Google system worksin Internet Explorer but over timeinternet explorer can tend to lag behind some of the new features and things that areavailable on the internetand you really do get a better experience working in the entire Googlesuite of products if you use Google Chromeor Mozilla Firefoxso today’s demonstration is going to be done in Google chrome exclusivelyso all the screensand things that i’ll be sharing with you will showthe Google chrome systemalso keep in mind that as we work through the system we’re going to beusing my workemail accountso the messages that you see thereand the terminology that use that you might see there is probably notreflective of yourexperience as a member of the clergyand that’s okaywe’re just doing it for demonstration purposesso the very first question that we wantto ask is how do I access my email accountandif you are a brand new member of the clergy who is just coming on board with usfor the first timethen you should have received an email from the Conference officethat gives your new email account and your temporary passwordif you take that email account temporary password and put, plug it intothe systemthen it should immediately prompt you to change thatpassword to something elsenow do you do not need to communicate that new password back to the Conference officeyou keep that to yourself we do not track passwordsfor each of our individual clergy membersso the very first thing that we’ll dois we will access the internetand I’m going to pull upthe internet just like you would see on your computeragain this is the Google Chrome web browserif you’ve never seen this beforethen it might be a little bit differentthe screens and things but it should be fairly similar to what you’re used to and seeingin Internet Explorerif you do want to download this browser for yourselfto try and then you can go to Google. com/chromeor you can just do a Google search on Google chromeand it will give you a linktoto download and install the web browserso what we’re gonna do is we’re going tobrowse to the Conference web pageand we’re going to assume that we have allactivated our email accountsand that they are working properly our usernames and passwords are workingproperlyso I’m going to click on this email linkand the email link is going to bring me to the login page for Google Appsnow a couple of points herethis page is currently linkingto our, to the GoogleApps default login pageand this is a separate login page from the gmail. comlogin page that you may be used to usingthere’s one key differenceright hereunderneath the username fieldhas @nccumc. org hard-codednow what that means is, is that the system is assumingthe second half of your email address no matter what you put into the usernamefieldso as you can see I have the first part of my email addressd w a r dlisted in the username fieldif I was accessing it by the main Gmail login pagethen that @nccumc. org would not be listed thereand it would require me to put in my complete email addressit’s two slightly different login pagesthis is a legacy page that we’re going to be working on in the nearfuture phasing outso that everyone will belogging into the same gmail. com login pagebut just for now you should knowthere is little bit of a difference herethere is a checkbox here for Stay signed inand that is a feature that allows Google Chrometo remember your username and your passwordeven after you close the browser and turn the computer off and end the daythat is a nice feature if youare working in yourbrowser on your own computerat homebut if you are working on a public computerlet’s say you’ve gone to theoil changing placeand are getting the oil changed in your caryou’re at the car dealership waiting on work to be done and you got a couple hours toburn if you decide to use the public kiosk computerto get on the internet and check your emailyou can use the web browser that they have on that machine to access youremail accountbut you wanna make surethat you don’t check the Stay signed in boxbecause once you leaveand someone sits down behind youthe web browser could log right straight directly back in your emailand then whoever sitting there canstart answering your messages for youwe don’t really want that soi would not check that boxto stay signed in unlessyou really want to signed inon whatever computer that you’re usingsolet’s go back over to our login screenand thenwe can go ahead and hit sign inand we’ll wait for just a moment while the system loadsnow one thing that might be apparent upon login is that my inbox looks alittle bit different from the default viewtypically the inbox that you would seelists all the messages in chronological orderbut I have mine listed in categoriesand that is because I am using a feature called priority inboxwe’re not going to be talking about priority inbox todaywe’ll be covering that later this weekin the managing a high volumemailbox webinarthat’s upcoming so if you’re interested in that featureyou should come back and take a look at thehigh volume mail boxso this isthe gmail. comor the nccumc. org default inboxwhenever you log into the Google systemand you go to your emailthis is what you should seesoa couple of key areas of navigation herenumber onewe have the compose button on the left hand sideright belowthat we have several different labelsand everything here is a different labelin this system soif I have email here in my inboxthen they areemail messages that have the inbox label attached to themand a label isa descriptivefilter that lets Gmailcategorize the messages a certain way to make them easier to findand we’re gonna. . . we’ll touch a little more on labels here in thiswebinarbut we’re going to get really in depthwith them during the managing a high-volume mailbox webinarcoming up soonso I can see this listhere of different labels that I’ve configuredmy list may look a little bit different from yoursand that is because you can customizethe labels that you would seeon the left hand side of the screenso myrule is if I don’t click on a linkonce a daymaybe once every other dayI hide itso that the labels that I don’t use very frequentlythey don’t show up all the time in my mailbox and clutter my viewif I want to access the labels that i’ve hiddenthen I click this more dropdownand it gives me the list of all of the labels that I’ve hidden as you can see I have a ton of themthis is why I like to hide the ones that i don’t use every daybecause I have lots and lots and lots of themand we’re gonna get into more of thisof these labeling features in the later webinaras you can see I use it a lotso if I want tocollapse this menu. . . this list again then I’ll hit Lessand thenI am back to my default label viewif I want to if I want toadd something to this label list or hide something from this listthen I would hoveroverone of the labels hereand it can it will give me a little arrow here just to the right of thisLabel that I canclick onand then it will sayI can make the labels different colors if I likeI can add custom colorsi can and then in the label list i can hide it or show it or show it if it’sunreadmy personal preference is to hide them all the timeBut you could certainly pick whichever option is best for your ah for your workflowand then I can also hide from the message listsanything taggedwith a specific labelSo, now a couple of these the couple of these options here at very top likeinboxlet’s see like chatsAnd sent mail and draftsthey do not give me a drop down arrow that I can modify settings forthat’s because those arefor default settingsin the Gmail system that I can’t changeso 0:16:27. 140,0:16:29. 430 this circles link hereisstraight out of the Google+ systemand that we touched briefly on the concept of circles yesterday when wewere talking about ahGoogle Hangoutsand we will get more into this and in-depth during our upcomingour upcomingcollaborating online with on Google Drive and hangoutswebinarso that that is the that is the is the label system on lefthand side of the screenright below that is a feature which i usequite a bitcalled instant messagingand instant messaging is built into the Google apps systemit runs all over through all the productsand basically what it means is peoplethat I communicate with quite often by emailthey get added to this listOf people that are available for for chattingand I can create a quickinstant messagethat I can then that I can thenSend to that personit will pop upinside of their mailboxand then they’ll be prompted to respondand this is this is a really a really strongfeatureforcommunicating a quick messagelet’s say something thatlet’s say something that is uhbut sayslet’s say I havea quick yesor no questionor I might say I might ask somebody if they want to go out to lunch todiscuss somethingor I mayor someone may need to tell me something really quickly that I may need toknowi could pick up the phone and I could call themand then the phone will ringAnd they may answer or they may notif they don’t I have to leave a messageif I don’t leave a message they might pick up the phone and call me backbecause they seemy call caller id_and that that takes timeso my other alternative is I could send them an email messageso I would create a brand new email message and I wouldi wouldTake the time to pick their nameOut of the senders listI would type out some kind of subjectand and I always like to say hello how are youthen I ask my question then I say see you laterThanksand then I hit sendthat takes less time than ethat phone call but it still takes a lot of timeand it and it kind of changes my focus away from what I was working onand then I have to think for second what was i doingand let me go back togo back to itso I could also send this instant messageand the instant messageis a very quickHey do you wanna meet for lunch today at twelve thirtyand then it pings them in their web browser or whatever application they’reusingand it gives them the opportunity to respond when they come back to theircomputer or when they get a chance to to get to it and they can write back yesor nothey could say no how about one o’clock or they could just say yes twelve thirtyis fineand then that’s it we both move on to the next thingI use it extensivelyHere in information technology office and we use. . . we use it quite a bit here in the Conference officetoask questionsto discuss thingsback-and-forth with each otherandto resolve issues as quickly possibleI also use it a quite a bit to chat withPstors in the Conferenceother people that I would normally communicate with on a daily basisusing the Google systemi highly recommend itsohow does it worknow that I�ve convinced you how cool it iswhat I would dois I would come over here into the chat listand I would find someone that I want to talk toAnd if I highlight over their nameI get a little card here that pops upthat gives me lots of information about this particular personbased on what they keyed into the into the Google systemso here Derek Leek he works he works in our communications officei can see his name and his email addressthis green dot here tells me that he’s onlineand available for chati can see I can get a list of all the emails that we�ve sent back and forthto each other recentlyi can get a list of his contact informationand I can start a Hangouthim one-on-onei can start a chator I could start a brand new email messagewith him directly so what I’m going to do is I�m going to start this chatand then I’m going touh say helloand then I hit enter when I�m finishedand it adds it adds the bit a little bit of textto my messageIt adds the little of of text that I just typed to the chat 0:21:52. 990,0:21:57. 950 stream so I canKeep up with whats going onand then we can chatAnd back and forth while we are workingand and then we move on to the next subject once we haveuh. . uh uh . resolved whatever it is we�retalking aboutand the Google mail ah the Gmail system will allow me to goback and look at my chat historyand I can keep up withA list of all the people that i’ve chatted with and what we�ve said to eachotherand that’s a really powerful feature ah when it comes time to searchfor emailing with in the systemsoif I need to go back and figure out where Derek and I were going to lunch that dayI can start searching I can search for Buffalo Wild Wings and it will pull out of my chat historynow yousome people don’t like that and they don�t want their chats to be recordedwhich is fine there is there is a so there is apreference in the settings that we�ll get to a little bit laterthat allows you to disablethat chat sofor now I’m gonna close this boxand that effectively ends the chatand a couple a more, a couple of more things to note within thischat windowis that if you are emailingIf you are corresponding with someone back and forth then the Google system will addtheir name to this list directlyif if you want to chat with someone the first time but you cannot chat withvery often very frequentlythen you can type their email address into this fieldand then there will be an option to invite them to chatAnd then if you click on that then it will set up that link and once they approveThen you can start chatting with each other directlysoyou might notice a couple of different icons here one is this little green cameranext caroline thorntons� nameanother one isa little greenA little green robotThat might be kinda hard to see on the hangouts screen but it’s a little green robot iconand then also there’s a green dot beside some folks namesnow the difference is that if they if they have the camera the green camera iconthen that means that they’re sitting at a computerthat is capable of running a Google hangoutwhich is a video a voice and videovideo Conferencing callBasically, so I could click a button and i could start up a one-on-one video callvoice and video call with someoneif they’re sitting there availableif if if all I see is the dotthen the dot tells me that they are ah they are available for chat but only as textso I can only open up that window like I just did with derek and Do the text chatthe little green robot means that theyAre logged in to text chattingbut they’re doing it over an android mobile device so its over a tablet or phoneIts just a little something extra that Google built into the the systemto let you know that to you know thatthat they are available for chatAnd kinda give you a clue as to what device they What device they Are usingso let’s move over now and take a look at at the inbox itselfthe Google inboxtells me a couple of different things just by looking at a messageNumber 1 I can seehow many messages there are within how many messages there are within the threadSo if I look at this first message here in my mailboxand I can hover overeach individual person’s nameto get ahto see whoto see they areand I can see here in this particular conversation threadthere are four messageswithin this threadAnd they are all unreadbecause all offour because all of these names are in boldthe if if a couple of the messages in this thread had already been read if they are old messagesthen those names would not be boldedand only the name of the new person in the thread would be boldover here I can see astar and I can see an an importantfilterthe two of those we’re gonna talk about in more detail during the managingthe high volume mailboxwebinarwill go over those in a little bit more detail that timei can see the subject of the messageand then here I can seea verybrief blurb of the first few characters of the messagemany times you can you can tell you can tell what an emails about just by seeingthe first fifty charactersof the message sometimes emails are short enough where you see the entiremessageor or or a response to a previous messages just by doing thatI can tell that that this email was generated from the Google+ systembecause there’s little g plus icon hereAnd I can see that the most recent message in this thread was ten oh nine amtodayNow the Google systemruns the goole system runs by default in what’s called conversation viewand conversation view means that I can keep all of my emailsorted togetherin a in one particular conversationnow this is a very powerful featurebecause I can goand look ati can go and look at an email messagethat could be a response to a conversation that tookplace six months agoor eight months agoand I have no memory whatsoever of that conversationbecause if its written down in my email then I make it a the point to not try toremember it in my brainbut I can very quickly go back and look and seewhat’s what was said earlierAt thevery beginning of the conversationand I can see whats said now in response to an older messagealsosometimes email threads can generate twenty fivethirty fortydifferent responsesall within the same conversation as discussed particularly if you send anemail out to a large party of peopleand everyone needs to provide input into a dialogueas far as processing through a particular issuei may need to go back and see what one particular person said three or fourrounds of conversation ago ahAh but I’m not interested in reviewing the entire conversation againSo so the conversation view gives me the opportunity to the opportunity to goback and very easily pullouta small piece of information ah from a very long conversation I could pull out a an old information from From Long agoori could I or I could very easily see the whole conversation aal at onceas a matter of perspectivewithout having to go and dig up each individual emailNow Im gonna show you how that looks and how that worksbut before I do thati want to talk to you briefly about the concept of thread hijackingand that is that as a term that is used when someone usesAn oldsubjectline or an old email messageto start a brand new conversationand the Google system keys its conversationoff of thesubject line primarilyand then the senders and the dates and timesso the subject line as the primary driver of what becomes a newconversationso if I am talking with someone about a particular issuelet’s say they asked melet’s say a year and a half ago they asked me to reset a password for a websiteandnow a year and a half laterthey want to talk to me all aboutsetting up a new email addressor fixing an error message on their computersowhat they should dowhat we should all dois to create a brand new email message with a brand new subject lineand send it offand that creates that starts a new conversationin the Google mail systemthen we start we start sending messages back and forth to each othersometimes people will go back to that old message a year and a half agoabout an unrelated topic and they’ll just hit reply to my last answerand then ask a brand new questionso the Google systemdoesn’t know that it’s a separate conversation and it tacks it all togetherand that makes it more difficult to manage the individual conversationsbecause they’re all stick togetherwith this really old email messagethat happened a long time agothread hijacking is evil and no one should ever do itso pleaseif it’s a brand new subjectno matter how temptingplease take the extra second to create a brand new email messageand start a brand new conversationso end of that public service announcement and we will move on tohow the conversation view looksso what we’ll do is we’ll flipback to my mailboxand we’re going to take a look atwe’re gonna take a look ata very brief conversationthat I had been having here in the officeso I’m gonna pick an email here and I can seebut again based on the subject line since the whole line is not is not boldedthen that tells me that i’ve read every single messagein this conversation thread at some pointi can see that there are two messages here one is from methe first messagethe second message is from a guy named dan that I work withand there are a total of two messages within this threadi can also see the subject lineand I can see the I can see a brief blurbof, of the first part of the messageso I’m gonna click on thisand he and there’s a couple of different things that happenthe first thing isI see I see the newest message in the threadby defaultnow if there wereif there werethree or four new messages here that i have not seen then it will show me allthree or four messagesthat I have not read yet so that I can scroll down and read them allin this particular case I sent an email seven days agoand dan answered mevery quickly so it was a very quick two step conversationhe I sent a question he sent me back an answer that’s the end of itbut let’s let’s say that I don’t remember exactly what I said in my firstmessage so I’m going to click on it up hereand then the system will pull it back for meand I can see herethat I sent an email message and i asked dan where did you get these brackets I needsome more of them I snapped a picture with my with my tablet when I wasstanding in the server roomthen I emailed it to himfrom the tablet so that he could see what I was talking aboutso with that said I can come back and click on the top of the email again andcollapse that messagethen now now that I’m down here I can see now that I’m down herei can seewhat his answer washe gave me the link to the right placeand that’sand that’s the end of the questionnowone of the really powerful features of this conversation viewis thatthe Gmail system will hide repetitive textsoi don’t know if you’ve noticed this before but as you’re sending emails backand forth with peopleall the stuff that gets sent previouslygets added to the bottom of the messageand that thatthat quoted text just grows and grows and grows depending ondepending on uhhow long the message thread isthe Google system hides itthere’s little ellipsis button down here and it’s called trimmed contentand the button says show trimmed contentso if I click on thatit shows me the quoted textthat I saidpreviouslywell I don’t need to see that on every single message in the threadso but it’s nice that Google will hide that for menow let’s say let’s say that I want to reply to this message or I want to hitthe forward or I want to forward it to someone elsethen I cancome up here to thisbutton and I can hit replyi can also click the more button here and i can choose forwardand then there are there are several other features here that we’regonna go into in a little more detail laterbut basically what I’m looking for here is reply and forwardso the reply buttonwould be used if I am going to send a message directly back to dan andsayi couldn’t order itcan you give me some help you knowin answer to his questionthe forward button would be me forwarding it to someone else to say heyhere’s the link that dan sent melet’s order some of these and then somebody else can take actionif there was more than one personbut there are but there are more than two people in this conversation threadthen then the reply to all option will be available and I could reply toeveryone in the thread all at oncei could also come down here and I could click the reply link or I could click the forward linkif I hit replythen it pops up a compose windowor I can start or I can startcomposing my responseif I look over herethe Google systemwill look for the names of all the peoplewho are listed in who are listed inin this messageand I can very quicklychat with a personnow dan and I have never connected via chat so I can’ti could send him an invitationor I could create a brand new email message if I want toor I could make a phone callor edit his contact details or do any of that kind of stuffbased on based onthe fact that it found his name in the message threadso the so the Google as you can see the Google mail systemis very powerfulas far as being able to accessall the information within a relevantwithin a relevantconversation threadand being able to go back and accessthe older information within that thread or you can go back and access achronological order of who said what whenand you cango back and see what everybody saidas the conversation matures moving forwardthe Google system also will will hideall of that quoted text that you would normally have to weed throughandand itit keeps everything collapsed togetherso that you can so that you can very quickly and easily find find what youwantnow if you’re used to accessing email in a more traditionalchronological order like you would see if you were using say microsoft outlookor yahoo dot com or some other clientthen you can go into the settings and disable the conversation viewand it will revert back to a chronological orderii would recommend sticking with the conversation thread at leastat least give it give it a shot for a few weeks and see if you can get used toitit really isa very very quick andefficient wayto to access your emailand to manage and control your informationwith that saidlet’s move on to the Google settingsand what we’ll dois we we willin order to access the settingsof the systemyou wanna come over hereto the to the little gear buttonwe’re gonna click thatand then we’re gonna come down here and choose settingsthis is going to take us to the setting screenand this is where we would go to modify a whole host ofa whole host ofemail settings and preferencesfor the Gmail systemand what we’ll do is we is we’ll go through these one at a time and I’lltalk to you about some of the high spotsand thenif you’d likelater you can go through and and look at them in more detailone of the first things that I dowhen I set up a new account box is iis I maximize these page sizesbecause I want to see as much information as I can hopefully I won’thave a hundred conversations in my mailbox at one timebut sometimes I doandand I wantto make sure that I can get as many of those into one screen view as I canI also choose the highest number of contacts per pagejust because it’s for meit’s more efficient to have them all have most of them all listed thereinstead of having to scroll through a bunchof themuh the external contentfilteris set so thatthe system will prompt youif uthe system will prompt you if youreceive an email from someonethat and they have embeddedpicturesor fancy html coding into their into their email messagea lot of times newsletters and things likethings along those lines will have that contentit will ask you perper message if you want to load that information or noti checked it I check the box to always displayjust because I just because Ii got tired of doing ityou can pick whichever you like as thatas thatas that preferencenow right below that is the default reply behaviorplease don’t set that to reply allplease set that to replyin fact I wish that wasn’t even an option in this systemsometimes we send email messages or or we receive email messages from someonethat’s been copied to several peopleand we hit reply allto answer that person directlyand it’sit just doesn’t always work out for the bestI would say thati prefer mydefault behavior to be reply and then i have to push the extra buttonto reply to all on purposethat makes it a little bit more intentional and it gives me the opportunityto know it gives me the opportunityto to select whoexactly my target audience is for my replieshere’s the conversation viewpreference that I was telling you aboutI have mine turned on but you can certainly feel free to turn yours offif if it just doesn’t workwithin your workflowthere is a send and archive buttonand we’re going to get into the differences between archiving anddeletingin a little bitbut I have mine set to sendI dohighly recommend that you enable the undo send featurebasically what that means is when you hit sendit will give you ten seconds totake it to pull it backlet’s say you need to rephrase something or you need to add something or correct atypo oror change or delete the message entirely because you probably shouldn’t have sent itthen the undo send feature gives you ten secondsand you’d be surprised at how much you you you would start using that if youif you enable itlet’s see herethis is that there is options for desktop notificationsif you click the learn more link for keyboard shortcutsyou can search there are lots of very good keyboard shortcuts that you can useto drive your email without needing to reach for your mouse every time andclicking on everythingi use them and I highly recommended them and if you click this learn more link itwill take you to a tablethat gives you a list of all the keyboard shortcuts and then you can start memorizingyou can add you can add a a picturefor your account so that when people look atyour nameit will pop up uh it will pop up with your face or whatever picture you chooseif you this is your profile picture for your entire account in the Google system soit runs forGoogle+it runs for Google Drive Calendar Gmail everything runs off of this picturehere is the signature area where you can add a signature at the bottom of allof your messagesthis adds it to every messagethis adds it to every message even to replies by defaultthis is the vacation responder is the out of office assistantGoogle has to give it a different name than microsoft used in the outlooksystembut this vacation responder gives you the opportunity to set when you’re going outof the officeand you can set it to turn offautomaticallywhen you turn it back onso gone are the days of turning it on and leaving it on for eight months because we forgotto turn it off way back in the daywhen we got back to the officethe next section is labelsand you’ll see in here that I have a whole bunch of labelsand I’m gonna go over this in more detail in an upcoming webinar but I just wantedto show you wherewhere thelabelswereand the settingssection of Gmail so that you can access them at your own convenienceso we click on inboxthis is the priority inbox section ofof the Gmail systemwe’re gonna go over this in more detail in an upcoming webinar buti wanted to show you where it wasand there’s a a a good introduction video hereif you want to come back after this webinar click on that video and watch itaccounts and import are used basicallybefore setting upfor importing from another web mail servicelike yahoo or hotmail or aolthe Google system can go and pull your email messages out of those systemsand stick them into youryour your Google mailbox it makes it it makes it much easier to to migrate fromone service to anotherif if you decide that’s the way you want to gowe’re gonna go over filters in more detail in our managing a high volume mailboxwebinarlater this weekbut for now I just wanted to show you where they arenow forwarding and pop imap is the section that I get calls on all the timewe have pastors who don’twant to use the Google system they want to forward email over to a differentemail accountwhich is fine we don’t have arequirement that you use the Google system we just have a requirement that wecontact you over your Conference email addressso if you want to add a forwarding address you can do that hereby click by clicking the add a forwardingaddress buttonand it’s going to send an email to the account you wish to forward towith a confirmation codethat you have to bring back here andplug into the website and click verifyjust Google wants to make sure that that you control the mailboxbefore it starts forwarding all of your email over to itif we go over here to the chat sectionthe chat sectionis where you can decide if you want to use chat at alland if you want to save your chat history if you doi highly recommend using the chatfeature where possibleit is it is quite convenient for communicating with someonei also recommend saving your chat historyso that you can goback later and seewhat you saidin case you might need to pull out a password or something or you might need topull out ayou might need to pull out asome tidbit of information that was passed to you via chatalso the also thevoice and video chat sectionherethis runs off off of thethis runs off of thethe Google talkvoice and videochat pluginand if you have if you haveif you do not have this installed on your computerthen hangouts won’t workand you can come here to verify your settingsif you don’t have it installedit’ll give you a link of where to go to find it and download it and install it soyou you can come hereinstall the software and then come back and verifythat your camera and your microphoneis working properlyif I come over here to labslabs are little are littlepieces of software that people will write to add little features and enhancementsto the Google systemand sometimes these labs are very very useful and sometimes they’re not so you cango through and pick and choose which ones in the list that youthat you decide you want to usemany of them many of them areare have been in there for a very long timesome disappear some are added to the listsome are integrated intocore Gmail functionality over timesome of the settings that we just looked at used to be labs and thengraduated into core functionalityover timeso I use theseand I recommend that you go through them and take a look cause they do add some nicesome nicefeaturesto the to the Google to the Gmail systemthe offline link is is used for being able to access youremail offlineand if you’re using Google chromethen you can you can choose to install the Gmail offlineextension in the browser and then when you don’t have don’t have an internetconnection you canstill open up your email and look at itnow that isthat isthat is something that has to be installed it’s it’s not enabled by defaultso you can come here and download it and install it if you wishmy last section is themesand these are several different ways andways you can customize your your Gmailbrowsing experience so you can change the wallpaper of the page you can changethe font colors and sizesyou can add pictures to it if you wantwe are limited to the themes that are available on this pageas far as the actual Gmail window itselfand the web browser now Google chrome has the ability to add themesthat will affectthe way the entireweb browser looks no matter what web page you’re on but on this particular page themes meansthemes meanswhat I actually see insidethe Gmail systemso that that takes brings us through the settingsportion of the Gmail systemwe get lots of calls in the IT office primarily about forwardingemail so going into the settings area isand then going into forwarding the forwarding link isone of the areas in whichwe hear that’s a question that we receive a lot in the IT officealso we get questions about how to set uphow to set up theout of office assistantand also how to set up signaturesso those are kind of those are kind of the three biggest topics that we getout of that areaso you want to take some time to go through the settings of the Gmail systemand make sure thatit’s configuredthe way that you would like it to beand also that you’re familiar with what is where under those linksin case you have a question in those areas then you’ll know where to goto to fix itsave yourself from having to calland ask for helpnow the next thing that we want to talk about is the difference betweenarchiving a message and deleting a messageso in the in the Gmail systemyou may have seen the archive buttonas you are as you areopening an email message in reading itand it’s just a button or two over from thetrash buttonand the difference is thatanything that gets sent to the trash folder the trash label in Gmailgets automatically deletedwithin after thirty daysand we cannot bring that back once it is deleted it’s goneforeverthat’s a nice featureif it’s a junk mail message or if it’s something that I just don’treally need to keeplike it’s an automated reminder of somethingor one of my servers is sending me another email every twenty minutessaying hey this process ran properlythose kinds of things I don’t need to keepbut if it’s an email message that is a conversation about an important worktopicor if it is if it isan email about if it’s a conversation with another IT personor a support message from a software vendorthen i’ll put those in my in myfile archiveby clicking the archive buttonand what that will do is that will keep the email forevernow we’re gonna goover in just a moment some of the some of the find some of the search featureswithin the Gmail systembut once I have saved that message in my archive then years later I can come backand very quickly pull that email message outleveraging the search featuresin the Google systemmeans that I can go and I can target an email message or a coupleof email messages very quicklyto find whatever it is that I’m looking forsoin in in microsoft outlook or in some of the other email programs sending an emailto trashis not a big deal or sending it to the to the to the deleted items folder is not abig deal because it just stays there foreverbut you should knowthe Gmail system does not work that way and if you have been sending emails tothe trash folder that you might need to look at lateryou should go get em and move em outand put them in your archive because they will be deleted andthey will be gone forevernow the the Gmail system also has a very powerful of spam featureand that it scans the email that that comes to yourinboxand if it looks like a spam messagethen it will then it will stick it in the spam folderthat message now that filtering system is not perfectand spam is changing all the timeand oftentimes times the Gmail filter is a step to a step and a half behindthe latest generation of of spamsoyou should noticethat that that you don’t get a great deal of spam messages making itto your inboxand sitting there waiting for youbut you can you canvery quickly and easily mark a message as spamand the Gmail system will learn from that and then it will start filteringthose messages and messageslike thatover time so you can actually work with the Gmail system to train ittoto toget better at catching spam messagesnow the flip side of that coin is that sometimes it can catch an emailmessage that is legitimateand it can mistakenly identify it as spamso what I like to do is couple of times a day i’ll go into my spam folderand I will just scanthe subject lines and the sendersof those messages to see anything if there’s anything in there that looks legitimateif it is legitimate then i’ll move it out of the spam filter the spam folder andinto my inboxand just like flagging a spam message teaches Gmail to start spamming to startflagging those messagesteaching Gmail clicking the not spam buttondoes the same thing it teaches Gmail this is not a spam message and it willstop flagging themas spamyou wanna take an active part in making sure that it’s that the junk mail messagesthat you do getare not are eitherlegitimately spam messagesor that they are legitimate messages that need to be treated aslegitimate messagesand i’ll show you how to do that nowwhat i’ll doin my particular inbox I do not have in my particular inbox I do not have a spammessage herebecause I a this morning when i logged into the system I had I had twentyovernightand I i’ve checked them all very quickly and I deleted them allbecause they were all legitimate spam messagesbut in this in this spam labelI would see a list ofthe messages hereand I can clicki can click the messageand then there will be a button up here that says not spamit’s hidden right now because I don’t have a message selectedbut I would click that button and it will automatically move it over toto my inboxnow the reverse of that is I could come in here and I could click ona messageand then I can hit the report spam button hereand that will that will tell the systemthat that that is a spam messageand it will move it to the spam folderspam label and it will it will start teachingGmail to treat that as a spam message from now onif I highlight these messages herethen I can hit the archive buttonand it will send those messages directly to my archive and remove the inbox labelthey don’t disappear into the ethertheythey go into my archive and I can go back and find them using the searchfeaturesthat are built into the systemthat is the difference between archiving and trash and deletingand also how to flag messages as spam and how to flag them as not spamwithin the systemso what we want to do now is we want to spend a little bit of time talking aboutwe want to spend a little bit of time talking about thesearch featuresof the Google system and this is really one of the most powerfulone of the most powerfulfeatures available with this systemi can very quickly and easily find just about anythingwithin this systemwithouthaving to do a whole lot of legworkbuti don’t want to go and try to find an entire month or six months worth ofmessagesto browse through and try to find the information and I’m looking forI want to really targetdown on exactly what it isi needso that I can find it very quicklyso there are a couple of different ways in which I go aboutfinding email every dayin my systemin my mailboxand somy favorite way is to click in this searchpeople fieldand then I would typesomeone’s nameand I can see their email address here in this little flyout windowand then i’ll come over here and I’ll choose the option to view recentconversationsand what that will do is that will give me alisting of all of the email that I have either sentto Derek or Derek has sent to meor Derek has appeared in the To field or someone else has sent a messageto him and I was on it alsoso anywhere that i’ve seen Derek’sname on an email message willpull up in chronological orderbecause nine times out of ten what I’m lookingforis the last couple of messages that i sent with Derekor that I sent with one individual person or I know that person wasincluded in the main groups of emails those kinds of thingsnow occasionally I need to go farther backand that’s very easy to dobut here I can go back and I can look and see exactlywhat happenedand if you’ll noticeDerek and I have chattedas as we work through several issuesanddiscussedand worked together on projectsand that appears in this line to sochat messages and emailmessages are treated as the same they’re all conversationswithin the Gmail systemif it’s a traditional email message or if it’s a text chatit’s all exactly the sameso I can come up here and I could choose older messagesand then it goes back to April third and starts working its way back furtherand I can keep going if I really need to go backnow I’m back to March fourteenthif I want to go older than thatthen I can use some of the more advanced features of searchingthat we’ll go into nextbut nine times out of tenmaybe nine and a half times out of teni can find what I needjust by going there and searching for recent conversations with someonei can go back and grab a quick messagei cango back and look at something that we said last week or you know something that’sactivenow if I wanted to go farther back than that or if I wanted to getreally granular with my searchthen I would come up here in the search barand I would start typing different search termsso at this point I need to think for a minute about the email messagethat I sent someoneand I want to knowi want to try to thinkto myself what is it that I’m looking forbecause that will become very importantas far as figuring out how tocraft a successful searchso the email that I’m looking for fromfive years agofrom six months agowho are the people that would’ve likely been involved in thatdiscussionare there any particular phrases or termsor names of companies or names of peopleor names of ministriesthat I could flag as a search term as a keywordmaybe that particular conversation was discussing oneparticular personor one particular church or one particular area ministry that I couldthat I could throw into the search termalsoif I have beenusing labelsthen I can use that to help narrow down the search as wellwe’re going to go over labelsa little bit later in a subsequent webinarso I want to think for a moment about the conversation thread and what itlikely saideven though I mightnot be able to remember it all completelyoff the top of my head I should be able to build some searchtermsto try to find itso let’s go back and let’s take a look at some of these fields hereif I click this dropdown then I don’t need to knowexactly how to craft search terms in Google to find stuffi can actually come here to the search window and I can startfilling these fields outso here under all maili can choose a specific labelif I know thati can pick a specific label if i know that the messageis within that labelif I don’t know or I’m not using labels then I would just leave it set to all mail and it willsearch everything in mailboxnow the from field I could type someone’s namei could type part of someone’s name or I could type someone’s email addressand it will search the from fieldof every email in my mailboxto look foranybody with that particular namethe same with the to field which meansthe to field, the carbon copy field and the blind carbon copy fields it will search the same waysearch someone’s name search part of someone’s name search their entire emailaddressto look forthat particularpiece or pieces of informationand the subject line works the same wayso this goes back to when I was talking earlier about the importanceof subject linesnot only do they drive the entire conversation viewbut I like to be very descriptive with my subject linesbecause then I can go to and can find what I’m looking for latersoit’s not really a good idea to send every single message with the subjectline of a note from the pastororgreetingsfrom douglas wardor you knowhello from the IT office if i make subject line the sameeverytime or similarthen I am robbing myself ofan excellentsearch filterfor when I need to comeback and try to find this stuff laternow we can also use the search term of has the words which means the word appearssomewhere inside the messagethis would be good for a company name or it would be good for a particularchurch or name or be good for ministry name ormaybe someone’sgot a nickname that stands out then you can plug that inand also you can say the message doesn’t have somethingnow personally I have never used that field but it might be usefulfor youyou can come in here and you can fill out three or four of these fieldsto narrow downthe search criteriaand then hit the search button and it will pull up that searchand display all the messages for youi can alsochoose messages that only have attachmentsand I can put in a date rangeand you’d be surprised how many times i’ll go back to the start of AnnualConference and i’ll look for an email that was sent within a month of thestart of Annual Conferenceor i’ll look for something that was sent within two weeks of the due date for thetables, the statistical tablesi know that the message would have fallen withinthat time framebut I don’t remember exactly whenthat can be very helpful as far as narrowing down within your bigstream of email from the last ten yearsor so or whatever the timeframe isyou can jump right down to one specificsubset of email messages that’s exactly what you’re looking forso as you can see theGmail system is primarily built on searchas far asbeing able to search by a specific person’s namebeing able to search by a specific email addressyou can pick keywords and termsout of your email messages and you can go back and veryeasily and quickly findwhat it is that you’re looking forso whenever I send email I try to be very intentional about usingunique subject linesthat are very descriptiveand accurately reflect the actual content of the messageI try to not reply to older email threads that are long since resolvedand goneand I try to make sure that within the email message itselfI try to use keywordsi try to craft theemail message in a way that I know i’m going to be able to find it later if iever need toso I tend to try to phrase things similarly I try to throw in adescriptive keyword or twojust to kind of keep upwith what themessage says and what the content of the message isso with that said that brings us to the end of our discussion on Gmailall of our pastorsall of our Conference staffbasically anyone under appointment with the NC Conference has access toa Conference email addressso if you don’thave oneor you don’t know if you have one or not or if you have one and you’ve neveraccessed itor haven’t accessed it in a very long timeplease feel free to contactme by Google+you could call the Conference IT officeyou could send me an emailor anyone in our Communications office or within our IT officewe’d be more than happy to help you work through any password reset issueshelp you set up a forward to a different email accountor chat with you aboutsome of the ways to use the Google systemnow in the upcoming webinars that we have scheduled for the rest of this weekwe’re going to be talking aboutmanaging a high-volume mailbox withpriority inbox with labels and filtersand with a couple more a little bit more advanced filtering andsearchingfeatures ofthe Google systema couple more ways in which you can sort and store your email to make iteasier to find and recoverwe’re also going to be talking about Google+ and Google hangouts andcollaborating online with Google Driveand that system allows you tocommunicate with peopleone-on-one or in a group using the samevideo software that I’m using right nowand it also allows you to set up shared documentsand working collaborativelyon a live document onlineso thank you for participating in this webcast and we hope to see you laterthis week on our on our upcoming broadcastsif you have any questions or concerns please feel free to reach outover the Google+ system or sending emailor contact us on our website at nccumc. org


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